User administration and the form generator provide case processing efficiency
With more than half a million inhabitants, Leipzig is the most populous city in Saxony and an important economic centre in the region. Even back in the Middle Ages, Leipzig was an important transport hub – a tradition that is still reflected today in its importance as a trade fair location. The administration of the independent city is looked after by more than 40 offices with different duties, which have to cooperate in the interest of the citizens and avoid work duplication. This is a major challenge to the efficiency of the administration, particularly in the processing of forms.
A large number of documents are produced every day which have to be available quickly in order to work efficiently in the 40 or so offices of the city administration. This has not always been easy: In one area of the Leipzig city administration, for example, documents that were produced were not available in the system until a late stage. "As a result, documents were occasionally issued and recorded several times, which was a time-consuming problem", recalls Sebastian Rauer, IT specialist at Lecos GmbH, the service provider which looks after the IT of the Leipzig city administration. "It made the workflow unnecessarily difficult. Duplicate steps took place, and sometimes processing errors occurred." However, problems could also occur even if a form was correctly entered only once. "Every processing error not only delayed the processes, but also cost the employees concerned valuable time", says Rauer. This was why the Leipzig city administration decided to introduce a forms management system in 1999 in order to optimise processes and therefore increase efficiency. Today, electronic form integration (known as ELFI for short) enters up to 1,400 documents into the system every day.
In a first step, user administration and the form generator were to be introduced – standard components which were covered by various providers. "We recommended MR.KNOW – BPM (formerly BPM inspire) for this application", continues Rauer. "The user management of this solution is very flexible, and the council had very high expectations of this for their system with 20 different locations with different functions." The city administration can now control the rights of individual users centrally using MR.KNOW – BPM (formerly BPM inspire). User groups can also be flexibly created and managed.
The city administration also benefits from workflows which are considerably more effective. ELFI makes decentralized entry and processing of invoices, notifications and orders possible. "There are 20 to 30 different forms to consider here, depending on the office", Rauer adds. "All locations are centrally connected to the mainframe and our databases, and they now also file their business transactions there. This saves the staff a great deal of effort in managing it."
The city administration was therefore able to implement even complex forms with ELFI and MR.KNOW – BPM (formerly BPM inspire). The functions payment request (AAO), invoice/notification (R/B), debit issue (SOA) and repayment of additional amounts (RZMB) were the first to be implemented during the course of the implementation. The portfolio was subsequently expanded, and the expansion has continued. "One of the key advantages of MR.KNOW – BPM (formerly BPM inspire) is that it is easy to extend", summarises Rauer. "We don't have to start from scratch with new forms and functions, but can integrate them into the system without a great deal of effort, which will be a major advantage for the city administration in the future."